Office Manager - Cape Town City Centre
Title: Office Manager
Place of work: Cape Town, CBD
Reporting to: FM and Assistant FM
Responsibilities:
Administrative Support
? Perform general administrative tasks, such as filing, copying, sourcing signatures and scanning.
? For example:
- Ensure that the filing of all resolutions and invoices relating to trust payments are filed.
- Ensure that filing relating to all payments and receipts in the group are filed and corresponds to
bank statements.
- Filing of bank statements, custodian statements, fund statements & letters.
- Ensure that all necessary benefactors documents are filed, such as IT144’s and section 18A
receipts, as well as arranging signature of the same.
? Co-ordinate and take responsibility for the circulation of documents for signature on Adobe Sign
? Report on the status of such signatures in an orderly manner.
? Assist with general document preparation, formatting, and editing.
? Providing service providers with any information, documents, and statements.
? Maintain FICA / KYC Master file and ensure that all FICA / KYC documents are up to date.
? Review FICA / KYC requests from the banks and compile information to be submitted for review by
managers.
? Compiling group structure diagrams from time to time with instruction from your manager.
? Confirming banking details with third parties
? General liaison with service providers.
Data Capturing & Financial Administrative Support
? Data capturing which shall include, but not be limited to, the following:
- Capture balances in Excel from various online banking platforms.
- Download CSV format bank statements from local & offshore accounts and copy them into
Excel
- Capture share account balances in Excel from various custodian platforms.
- Capture CIPC directorship details in Excel or exporting information from Windeed.
- Capture share and fund units price data in Excel.
? Monitor all refunds and payables of administrative or office expenses, amongst others, within the group
and ensure that they are settled accordingly.
? Collating necessary supporting documents (invoices & banking details) for offshore payments and for
review. Capturing beneficiary information in payment requisition forms.
? Capturing beneficiary details on online banking profile for approval by managers.
? Corresponding with service providers regarding cash balances and ensuring it is captured correctly.
? Complete and collect proxy voting forms. Correspondence with custodians and managers in this
regard. Populating the number of votes data in Excel.
Office Support
? Handle incoming and outgoing mail in the general inbox and couriering packages.
? Maintain office supplies and equipment, and coordinate maintenance as needed.
? Submission / compilation of payment requests related to office administration.
? Assisting travel agents with travel arrangements for principal members.
? Assisting with any family related matters or requests.
? Greet guests, offer & purchase them refreshments.
? Organise social events for staff and office parties.
Qualifications & Experience
? Office Admin diploma or Matric
? 3 years+ Office admin experience
? Excellent interpersonal skills
? Analytical and attention to detail
? MS Office (Excel)
? Adobe Sign, Dropbox
Kindly send your CV with motivation to
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